Records
Utah State Developmental Center
Medical Records Department
What We Do...
Maintain and protect medical, program, & legal records for each individual residing at USDC.
Assist those needing access to PHI
Train USDC employees on HIPAA and Records issues
Schedule retention, storage, & destruction of all records generated by USDC.
Office hours are from 7:00 a.m. to 6:00 p.m. - Monday through Thursday, excluding holidays.
If you are looking for forms click here.
Office number: (801) 763-4028
Fax number: (801) 763-4086
Utah State Developmental Center Notice of Privacy Practices
- How to obtain records of a deceased individual
- How to authorize disclosure of records to another person, agency, or facility
- How to request a copy of medical records for myself
All requests will be processed within 30 days of receipt
Can I obtain medical records of a deceased relative?
Answer:
Yes, if the following requirements are satisfied.
Utah State Developmental Center maintains protected health information in accordance with the federal Health Insurance Portability and Accountability Act (HIPAA). Records of deceased individuals may only be released to the personal representative, as that term is defined by HIPAA.
45 CFR 164.502 (f) requires the Developmental Center, a “covered entity” under HIPAA, to comply with HIPAA with respect to the “protected health information” of a deceased individual. 45 CFR 164.502 (g)(4) states “If under applicable law an executor, administrator or other person has authority to act on behalf of a deceased individual or of the individual’s estate, a covered entity must treat such person as a personal representative under this subchapter, with respect to protected health information relevant to such personal representation.”
In general, 45 CFR 164.514(h) requires you to verify the identity of the person requesting PHI and their authority to have access to PHI, and to obtain documentation, etc., as required. In cases where the individual is deceased, the person requesting the PHI needs to show documentation proving that the "representative" is the executor or administrator of the estate of the deceased, or other documentation that the "person has authority to act on behalf of a deceased individual or of the individual’s estate."
The requesting individual must complete a Utah State Developmental Center Access to a Deceased Individual’s Records Request Form and attach documentation stating legal authority.
Examples of acceptable documentation:
- A certified copy of the Court Order establishing the executor or administrator.
- A copy of birth and death certificates identifying next of kin.
- A copy of the deceased’s obituary identifying next of kin.
- Marriage certificate and letter from clergy stating marriage was still in effect at time of death.
- Any other legal documentation that establishes kinship.
If you have any questions or need for clarification please call the Utah State Developmental Center, Medical Records Department (801) 763-40289 or email usdc_records@utah.gov.
How do I authorize USDC to send my records to another person, agency, or facility?
Answer:
Utah State Developmental Center must have your permission to disclose records to a third party. Please complete the Authorization for Utah State Developmental Center to Disclose Medical Records Form and return it to the Developmental Center for processing.
How can I obtain a copy of my records?
Answer:
Complete this Access to Records Request Form and return to the Developmental Center as instructed.